Coordinator Administrative Services, Office of General Counsel

University of Akron • Akron, OH

2d • $20

About The Position

45% Provide overall administrative support to OGC, including answering email and phone inquiries, greeting visitors, composing correspondence, and responding to or directing questions to appropriate person/department. Manage communication, correspondence, scheduling, and service in OGC; including maintaining calendars, organizing meetings and agendas, informing VP of important issues; making travel arrangements, preparing and submitting HR documents, assisting with onboarding of new employees, maintaining overall office, files, and archival functions, providing administrative support to others in OGC; conference rooms scheduling; supervising student employees. Organize informational training sessions on Ohio’s Ethics Laws. Work with the Ohio Ethics Commission on conflicts of interest, confidential and time sensitive material, filings and deadlines. 30% Purchase and monitor supplies and services and reconcile monthly p-card statements. Assist OGC with purchases, reimbursements, and payment of invoices. Manage special counsel billing, new and renewed assignments, budgets through the TyMetrix legal management software, and work directly with the Ohio Attorney General’s Office in overseeing the review of special counsel invoices by tracking hours, rates of compensation, accuracy of billable time. Prepare and maintain special counsel budget charts for outside counsel, including time spent, fees and expenditures for budget purposes. Communication with outside counsel and staff to address specific legal matters, assignments and billing matters within the TyMetrix billing system. 10% Prepare/process purchase requisitions for the purchase of supplies, payment of invoices, and reimbursement of funds. Assist in development of budget recommendations while maintaining record of budget expenditures. 5% - Execute events as needed from start to finish. Serve as liaison between OGC and the university community. 5% Prepare information and reports and perform other responsibilities as requested by the VP & General Counsel. 5% Provide technical support/serve as liaison with IT/and or other support units and vendors as needed to OGC staff including software, office equipment, and computers as well as central coordination of the OGC website.

Requirements

• Requires a high school diploma.
• Requires a minimum of 4 years of progressively responsible work experience as a senior and/or administrative assistant.
• Strong organizational, interpersonal, and communications skills and ability to partner effectively and collegially with institutional clients and colleagues required.
• Superb problem-solving and decision-making skills and excellent organizational and time management skills; ability to prioritize, and work under and manage numerous deadlines and ability to work independently required.
• Ability to exercise discretion in handling confidential information required.

Nice To Haves

• Notary Public preferred.
• Broad knowledge of university operations and policies preferred.
• Prior higher education or legal office skills preferred.

Responsibilities

• Provide overall administrative support to OGC, including answering email and phone inquiries, greeting visitors, composing correspondence, and responding to or directing questions to appropriate person/department.
• Manage communication, correspondence, scheduling, and service in OGC; including maintaining calendars, organizing meetings and agendas, informing VP of important issues; making travel arrangements, preparing and submitting HR documents, assisting with onboarding of new employees, maintaining overall office, files, and archival functions, providing administrative support to others in OGC; conference rooms scheduling; supervising student employees.
• Organize informational training sessions on Ohio’s Ethics Laws.
• Work with the Ohio Ethics Commission on conflicts of interest, confidential and time sensitive material, filings and deadlines.
• Purchase and monitor supplies and services and reconcile monthly p-card statements.
• Assist OGC with purchases, reimbursements, and payment of invoices.
• Manage special counsel billing, new and renewed assignments, budgets through the TyMetrix legal management software, and work directly with the Ohio Attorney General’s Office in overseeing the review of special counsel invoices by tracking hours, rates of compensation, accuracy of billable time.
• Prepare and maintain special counsel budget charts for outside counsel, including time spent, fees and expenditures for budget purposes.
• Communication with outside counsel and staff to address specific legal matters, assignments and billing matters within the TyMetrix billing system.
• Prepare/process purchase requisitions for the purchase of supplies, payment of invoices, and reimbursement of funds.
• Assist in development of budget recommendations while maintaining record of budget expenditures.
• Execute events as needed from start to finish.
• Serve as liaison between OGC and the university community.
• Prepare information and reports and perform other responsibilities as requested by the VP & General Counsel.
• Provide technical support/serve as liaison with IT/and or other support units and vendors as needed to OGC staff including software, office equipment, and computers as well as central coordination of the OGC website.

Benefits

• The University of Akron offers a competitive total compensation package comprised of a competitive salary and comprehensive benefits for eligible employees including medical, dental, vision, short and long-term disability, life insurance, and paid leave of absences including time off for illness, vacation, and maternity or paternity leave.
• In addition, eligible employees and their dependents are provided tuition remission.
• All staff and eligible non-bargaining unit faculty have the option to request a Flexible Work Arrangement (FWA).
• The University of Akron participates in state retirement systems and offers alternative retirement options with competitive employer contributions.
• Optional investment opportunities are available including deferred compensation programs (403(b) and 457(b)).

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees